The Station Community

Church
Health & Safety Policies
Dated 29th July 2015

These Church Policies will be available for your viewing as a hard copy located in
the foyer and kitchen area. Also available on the Church website.

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SECTION 1) Emergency and Evacuation Plans

Responsibilities of people within the church
-

Civil defence warden/host

Other church and community groups using the building

Resource: Emergency Folder

Appendix 1a - Civil Defence Warden
Responsibilities

What to do in an emergency Reference Card

Appendix 1b Emergency Card

Evacuation Plan

Appendix 1c Evacuation Plan

Emergency Services and Support Agencies Contact details

Appendix 1d Emergency Contacts

Civil Defence Emergencies

Appendix 1e Civil Defence Plan

SECTION 2) Maintenance
Roles & Responsibilities
-

Appendix 2a Building Safety List

Appendix 2b - Maintenance/Cleaning person
Role & Responsibilities

Maintenance Person
Cleaning Person

SECTION 3) Hazards, Accidents and Incidents Policies

Definition of Hazard, Accident and Incident

Appendix 3a Hazard Recording Sheet

Appendix 3b Accident Register
Appendix 3c Serious Accident/Incident

Record and Storage

SECTION 4) Leadership Safety
Leadership Requirements

Appendix 4a Police Vetting Form

Appendix 4b Contract of Confidentiality

Helper and Leadership Positions for Childrens Ministries

-

Induction
Definitions

SECTION 5) Family Safety

Value Statement
Guidance, Support and Advice

Resource - How can I tell, recognising child

Abuse book

Disclosures

Appendix 5a - Disclosure Guidelines

Suspicions and Sightings

Reporting
SECTION 6) Communications
Communication Policy

Appendix 6a Communication Flowchart

Confidentiality Policy

Refer to Legislation Privacy Act 1993

Nominated Privacy Officer and who sights information

Collection & Storage of personal information

Forms:
Group Enrolment
Permission Slips
Police Vetting
Hazard Recording Sheet
Accident Register
Serious Accident/Incident

SECTION 7) Children/Youth Groups

Children and Youth Group Policies and Procedures
Medication

Appendix 7a Enrolment Form (Medication

details)

Food
Transport
Overnight / Camp
Creche Aims and Guidelines

Appendix 7b Crche Aims and Guidelines

Crche Room Setup

Appendix 7c Crche Room Setup

Toileting/ Nappy Changing

Appendix 7d Toileting Procedure

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Appendix 7e Creche Roles and Responsibilities

POLICY TITLE: SECTION 1 - Emergency and Evacuation

POLICY RATIONALE
All possible steps to protect the safety of all people within the Station Community
Church will be taken in the event of an emergency.
Clear guidelines and
procedures will be available to deal with fire, earthquakes and other emergencies.
RESPONSIBILITIES OF PEOPLE WITIHN THE CHURCH
There will be two emergency folders containing all necessary
information for the building warden during an event. There will
be one located in the foyer of the church on the wall, and
another one on the stage. All hosts will ensure they know where
to locate these.

Resource Emergency
Folder

CIVIL DEFENCE WARDEN/HOST: Host for the day

Take this Civil Defence Emergency Plan with you

Act as Warden in all emergencies calmly providing

leadership and direction to others

Take all necessary actions to protect and preserve human

life, this is the primary objective

Assess emergency and ensure appropriate response is

instigated

Oversee Station Community Church evacuations

Delegate others to:

-

Appendix 1a Civil Defence

Warden
Responsibilities

assist others in need

assist disabled persons
get the first aid kit from the kitchen area
Retrieve and distribute civil defence kit, if
needed (emergency supplies)

Check all rooms are clear

Check everyone is accounted for at the assembly point

Liaise with Fire Brigade/Police etc, as appropriate

Ensure injuries are attended to

OTHER CHURCH AND COMMUNITY GROUPS USING THE

BUILDING

The maintenance person is to liaise with the key person

and make them aware of the above evacuation
procedures and their responsibilities as the warden.

WHAT TO DO IN AN EMERGENCY
A quick look reference card will be available at each exit sign
covering steps to take in all emergencies.

Appendix 1b
Emergency Card

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EVACUATION PLAN
Some emergencies may result in an evacuation of the building.
If there is a FIRE or EVENT that has resulted in the building being
unsafe to stay in, please follow the following steps: please refer
to Emergency Reference Card (Appendix 1b)

Upon hearing the Fire Alarm/whistle, or upon instruction

from the Civil Defence Warden/host.
EVACUATE
BUILDING

Please evacuate at your nearest EXIT. An evacuation

route is available and detailed on the Evacuation Floor
Plan (Appendix 1c). These are located at every EXIT

Proceed to the assembly point.

For your own safety, follow the instruction of the Civil

Defence Warden/host.

Appendix 1c
Evacuation Floor
Plan

THE ASSEMBLY POINT IS: Empty lot opposite church

Designated CIVIL DEFENCE BASE IS: Raureka School
EMERGENCY
SERVICES,
SUPPORT
IMPORTANT PEOPLE CONTACT DETAILS

AGENCIES

AND

A list of all important numbers will be kept on the wall in the

kitchen. For a copy please see (Appendix 1d) for these numbers.

Appendix 1d
Emergency
Contacts

CIVIL DEFENCE EMERGENCIES

Station Community Church must
emergency plans and procedures.

maintain

civil

defence

Station Community Church eldership/leadership responsible for

church fellowship must maintain and practice a civil defence
emergency plan for the church fellowship and take all practical
steps to ensure:

Appendix 1e
Civil Defence
Plan

All leadership and church members remain aware of our civil

defence emergency policy and procedures, and what to do in
an event.
The civil defence emergency plan is practised annually.
The Sunday Host is nominated as the civil defence warden
for the church fellowship and is given the responsibilities for
following the evacuation policy.
The civil defence plan is to be stored in the Emergency
folders in a safe place, yet accessible to leadership e.g. in
foyer
Evacuation plans and assembly points are clearly
documented and publicly displayed in a place in the church
building which all members and visitors can readily notice.
Civil defence kit will be stored in the bottom kitchen
cupboard and maintained annually.

Each group within the church civil defence emergency plan

must include the following:
-

A copy of this policy

Details of who takes charge (i.e. nominated civil
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defence warden and their responsibilities)

Contact details of the local Civil defence
emergency operations centre and Key agencies
lists
Contact details of members within church groups
(attendance records; including home phone/cell
phone.)
Guidance on ready reference card What to do in
an emergency?
Emergency evacuation plans and assembly points

The primary objective of the Station Community Churchs Civil

Defence Emergency processes must be the protection and
preservation of human life.
Resource: Civil Defence Emergency Plan (Appendix 1e)

POLICY TITLE: SECTION 2 - Maintenance

POLICY RATIONALE
All possible steps to protect the health and safety of all people within the
Station Community Church building will be taken. Clear guidelines and
procedures will be available.
ROLES AND RESPONSIBILITIES
It is the church familys responsibility to clean up after
themselves and their children, removing all rubbish, food, and
cups. It is expected that all hazards, health and safety issues
noticed are reported to the maintenance person.
MAINTENANCE PERSON:

The maintenance person will be responsible for

completing the Building Safety Checklist 6 monthly.
They will be required to complete the Hazard Recording
sheet (Appendix 3a) if any hazards are identified during
inspection.
Attend to any ongoing maintenance and repairs in the
church.
They are the go to person if anyone in the church notices
a hazard or health and safety issue that needs attending
to.
They will do all bookings for the use of the building. They

Appendix 2a
Building
Safety
Checklist

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must ensure that key people are made aware of the

emergency and evacuation procedure and their
responsibility to act as warden whilst in the building.
CLEANING PERSON:

The cleaning person is to ensure the church is kept in a

clean and hygienic manner.
Report any hazards to the maintenance person.

POLICY TITLE: SECTION 3 Hazards, Accidents and

Incidents Policies
POLICY RATIONALE
All possible steps to protect the health and safety of all people within the
Station Community Church will be taken. Clear guidelines and procedures will
be available to deal with any accidents and hazards within the church and
during group events out in the community.
DEFINITION:
A hazard is defined as being a situation that poses a Appendix 3a
level of threat to life, health, property or environment. For Hazard Recording
example: plug sockets left uncovered where children can Sheet
access, children have easy access to poisons cupboards.
An accident is defined as being an event that causes a Appendix 3b
physical injury, that is unintentional. For example scraped Accident Register
knee, broken bone from injury. Please note that an
accident is different from an incident.
Appendix 3c
An incident refers to an event that has happened that Serious
has posed some kind of risk or threat to an individual, Accident/Incident
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including emotional, physical, and psychological. For

example a near miss child running out on to the road
but not causing any injury. Still worthy of being
documented.
RECORD AND STORAGE
All Hazards, Accidents, and Incidents must be recorded
and
stored
in
accordance
with
SECTION
6:
Communication (collection and storage of all personal
information).
Any concerns regarding family violence and sexual
abuse must be directed to the privacy officer and
recorded separately with them. Appropriate action
will be taken if needed in accordance with
Communications Flowchart (Appendix 6a).

POLICY TITLE: SECTION 4 Leadership Safety

POLICY RATIONALE
All possible steps to protect the safety of all people within the Station
Community Church will be taken.
LEADERSHIP REQUIREMENTS
Every adult (17yrs +) in a child ministry leadership role
within the church needs to complete a police vetting
check and be cleared by the Privacy Officer. These will

Appendix 4a Police
Vetting Form

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be updated every three years previous police checks

will be safely destroyed.
All police checks will be processed by the Privacy Officer.

Appendix 4b
Contract of
Confidentiality

All results will be stored as per SECTION 6: Collection

and Storage of Personal Information

New Eldership - All new people joining the

Eldership, will be nominated by the standing
Elders and have an approved police vet.

Other ministries - e.g. growth group, leaders will

be chosen carefully and selected by the Elders. If
children are in attendance to the group at the
Elders discretion a police vet will be carried out.

HELPER
AND
LEADERSHIP
CHILDRENS MINISTRIES

POSITIONS FOR

For all people wanting to be involved in a group as a

helper or leader will go through the following steps:

Expression of Interest talk about your interest in

helping, with the group leader.
Interviewed and approved - if the group leader
feels you are a good fit for the group the Senior
Group Leader will meet with you.

INDUCTION
The group leader will take all helpers and leaders
through relevant roles and responsibilities.

DEFINITIONS

Definition of Helper helpers (13yrs +) are

assistants and are not to be left in the sole charge
of children.
Definition of Leader (17yrs +) responsible for
the group including helpers and children

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POLICY TITLE: SECTION 5 Family Safety

POLICY RATIONALE
All possible steps to protect the safety and well-being of all people within the
Station Community Church will be taken.
VALUE STATEMENT
As a member of The Station Community Church we are a
family that aspires to be responsible for each others safety
and wellbeing, this includes physical, emotional, spiritual,
psychological, and sexual.
If you have any concerns or suspicions of the above, it is
important for your own safety and the safety of others to
communicate these concerns to the appropriate leadership
as shown in Section 6 - Communications flowchart
(Appendix 6a).
All matters will be dealt with in a confidential manner.
GUIDANCE, SUPPORT AND ADVICE
Guidance, support and advice are available to ensure that
church members can carry out the requirements of this
policy, mainly; understanding child abuse and indicators of
child abuse. If possible all in a leadership role, will have
relevant training in family safety, i.e. child protection and
family violence.
-

Resource: How can I tell recognising child abuse

(Child Matters, 2014) - a copy of this book will be
included with Emergency folder and another copy
located in the kitchen area by telephone.

Provide clear guidelines of disclosures, suspicions and

sighting an incident.

Resource: How
can I tell
recognising
child
abuse
(Child Matters,
2014)

DISCLOSURES - WHAT TO DO WHEN A CHILD/PERSON

TELLS YOU OF THEIR ABUSE.
Guard the childs/persons privacy:
Discourage the person from retelling the story in a group
situation. Find an opportunity to talk to the person in
private, but do not put the person off for more than a
minute. However, older children and teens often want a
friend: often they have told a friend first.

Appendix 6b Disclosure
guidelines

Listen:
Do not put words in the persons mouth. Allow them to tell
only as much as they want to. Its not your responsibility to
determine the extent of the abuse, nor the person
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responsible for it.

Avoid making promises:
Avoid making the promise that you will not tell anyone, but
reassure, you will only tell someone who can help, and let
him or her know what you will tell them.
If they want to know what will happen now, tell them you
will find out and let them know rather than make promises
or statements that may be inaccurate.

FIVE BASIC RULES

1.
2.
3.
4.
5.

Believe what they say

Say you are glad they told you
Say you are sorry it happened
Let them know it is not their fault
Let them know you will help

Let them know they are not the only ones:

This sort of thing has happened to others as well.
Do not over react:
A childs initial disclosure of sexual abuse and any other
abuse is a critical moment. He or she will be monitoring
your every reaction. While supporting an adult affected by
abuse, be non-judgemental and assure them that you will
take them seriously.
Do not panic:
If the child/person judges you are unable to handle the
situation, or that it shocks and confounds you, he or she
may clam up and not disclose any more of the story (or
retract or deny it matters).
Do what you can to ensure the childs/persons
immediate safety:
Do not alert the alleged abuser. Reassure the child/person
that you will try to get the help to keep them safe.
Keep a record of what has happened:
Write it down as soon as possible. Try to put the exact
words the child/person said, and what you said. Include date
and times.
Report to Privacy Officer:
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It is important that you contact the Privacy Officer as soon

as possible. If Privacy officer is unavailable, contact an Elder
and report situation.
Get support for yourself:
Dealing with abuse can be hard; many different emotions
may emerge for you. It is important that you have the
support and opportunity for prayer that you need to process
this situation.
However, DO NOT share any details of the disclosure with
others as this needs to remain confidential to protect the
individuals concerned. Privacy officer will discuss this with
you and advise you of where you can get support if needed.
Policy Link - SECTION 6 Confidentiality.
NB: Remember if its an emergency and you suspect
a child/person is at serious risk, or a crime against a
child/person has been committed this must be
reported to the privacy officer IMMEDIATELY. If the
privacy officer is unavailable contact the pastor.
SUSPICIONS/ SIGHTING
For all suspicions please read the resource book: How can I
tell recognising Child abuse located in the kitchen by the
telephone. If you have any concerns please keep all
information confidential and contact the privacy officer as
soon as possible.
NB Children need you to SPEAK UP FOR THEM.
everyones job to help keep children safe.

It is

Trust your instincts. If you are worried that a child is

being hurt or that theyre not being well looked after.

Dont just hope someone else will speak up. You can
do something to help.

Its not always easy and it takes courage. But dont

be afraid of getting it wrong. Instead, ask yourself
What if Im right.

NB The above information doesnt only happen to children,

adults can be vulnerable too.
The importance of taking action when harm is suspected:
-

Often children/people do not disclose that they are

being harmed. They frequently suffer in silence, and
many experience repeated abuse. Most require help
to recover from physical and emotional wounds.
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The common factor underlying all forms of abuse is

the abuse of power or authority.

Most often the abuser is a person who is known and

trusted by the child/person.

REPORTING:
You should report suspected abuse to the Privacy officer.
This means reporting any suspicion that a child/person has
been or is being abused.
Your report should include date and time.
Your suspicions may include:
-

What
What
What
What

you saw
you heard
the child/person told you
someone else told you

Policy Link SECTION 6 Collection and Storage of

Information

POLICY TITLE: SECTION 6 Communications

POLICY RATIONALE
To have clear, effective, honouring communication within the church.
COMMUNICATION POLICY
The Station Community Church family can express
themselves both verbally and non-verbally, in ways that are
appropriate to our culture and situations. This means not
only being able to express our opinions and desires, but also
our needs and fears and to ask for advice and help.

Appendix 6a
Communication
Flowchart

In light of feedback, concerns or complaints that may arise

within the church family, a clear procedure has been
outlined to support communications.
The procedure will be accessible and visible to all who are a
part of The Station Church Community including children
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and young people.

For all matters please refer to Policy Link - SECTION 6a Communication flow chart.

CONFIDENTIALITY POLICY
When you come to anyone in leadership including eldership
and privacy officer, it is usually to discuss personal issues.
You are entrusting your personal information to another
person and may wonder how private your story/concern is
with the above. All leadership of Station Community Church
will adhere to the Privacy Act 1993, which is the law that
governs how personal information is collected and used.
Leadership will respect the privacy of the personal
information.

Legislation Privacy Act 1993

http://www.legislation.govt.nz/act/public/1993/0028/latest/D
LM296639.html
NOMINATED PRIVACY OFFICER AND WHO SIGHTS
INFORMATION
The nominated privacy officer will be chosen by the
eldership team and be a person who is in a position of
leadership within the church. They are required to be police
vetted and preferably have a professional
background/training. An acting Privacy Officer (Pastor) will
step in if Privacy Officer is away.
If the privacy officer has significant concerns they may at
their discretion consult with the lead elder and/or
appropriate agencies. The person concerned will be notified
prior if possible.
COLLECTION AND STORAGE OF PERSONAL
INFORMATION
Information to be collected will include:
-

child and youth enrolments forms,

permission slips,
incident and accidents forms,
police checks,
other personal information needed

These will be collected from parents/caregivers and/or those

involved in a leadership role in The Station Community
Church.
-

All information will be kept confidential and held in a

locked filing cabinet

Personal data should be relevant to the purposes for

which it is to be used, and, to the extent necessary for
those purposes, should be accurate, complete, and up-

Forms:
Group
Enrolment
Permission Slips
Police Vetting
Hazard Record
Accident
Register
Serious
Accident/Inciden
t

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to-date
-

All sensitive information including complaints, police

checks, will be kept by the Privacy officer, offsite.

Any sensitive information that needs to be kept will be

password protected

Access to files is limited to the leadership involved with

each group, and when/if needed the Privacy officer.

The Privacy Act allows The Privacy Officer to release

confidential information in certain circumstances e.g.
where there is a serious or imminent threat to personal
or public safety.

All corrections and amendments will be signed by the

parent/caregiver etc.

All people can access their own personal information on

request.

All sensitive information can be accessed within 20 days

through consultation with the Privacy Officer or acting
privacy officer (Pastor).

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POLICY TITLE: SECTION 7 Children/Youth Groups

POLICY RATIONALE:
To provide clear guidelines that provide a safe and healthy environment for all
children and young people within the Station Community Church.
CHILDREN AND YOUTH GROUP POLICIES AND
PROCEDURES
While most Health and Safety requirements are covered
in the general church policies there are some other
important aspects to consider pertaining directly to the
childrens and youth ministries.
MEDICATION
In some circumstances a parent/caregiver may not be available
to administer medication if needed. If this is the case, all
leaders of childrens/youth groups will adhere to the following
procedures:

Medicines required by children/young people during a group

session will be administered in accordance with the
information on the childs/young persons enrolment form
and only by an approved leader.
All medication needed will be recorded by parent/caregiver
in the attendance book or form and signed off once
administered by a leader.
A young person can administer their own medication (e.g.
asthma inhaler), with parent/caregiver permission and under
group leader supervision.

Appendix 7a
Enrolment
Form
(Medication
details)

FOOD
Where food is being provided, those preparing it will ensure that
surfaces and containers are clean before placing food on them.
People preparing food will ensure their hands are clean and that
they have no infectious conditions e.g. colds and strep throat. If
children are involved in food preparation as a part of an activity,
they will be required to wash their hands and maintain hygiene
standards (no licking spoons, fingers etc).
Snacks are often provided by rostered crche leaders/ parents.
Please put on the white board or let the crche leaders know if
there is something specific you do not want you children to eat
or if your child has an allergy. If you think your child will need a
drink please provide a named drink bottle.
Crche/Playgroup: parents/caregivers are responsible for
ensuring their childrens food is not left on the ground, which
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may cause a choking hazard for crawling infants, a health risk

for children with allergies, and encourage rodents.

TRANSPORT
Most of the time parents/caregivers will have organised
transport for their own children, and therefore the responsibility
of the arrangement stays with the parent/caregiver of the child.
Group leader responsibilities:
Where parents/caregivers have consented to their
children/young person traveling with their church group, the
group leader will ensure the following steps are taken to
minimise risk:

All vehicles used to transport children will be fully

registered and have a current Warrant of Fitness and
sufficient seatbelts for each passenger
Drivers must have a full drivers license.
Seatbelts must be worn at all times and all traffic rules
complied with.
If children are being dropped home all reasonable efforts
will be made that children will not be alone with
leaders/drivers of the opposite sex, but if they are alone
that time will be as minimal as possible.
When allocating groups of children to cars considerations
of personality clashes, friendships and other personal
history issues will be taken into account with the
suitability of drivers. If a parent volunteers to drive a
vehicle, they will take their own child and be allocated
other children.
An emergency contact list for children and a First Aid Kit
will be carried by a Leader. All other Leaders will have cell
phone contacts of each other, in the event of an
emergency.
No children will go to a house, site or street area alone. A
minimum of two children should be together and in sight
of a supervising adult.

OVERNIGHT/CAMP
For each camp a safety plan will be created by the group leader
and signed off by the senior leader.
Areas that must be discussed and planned for include:

Permission Slips
Sleeping guidelines
Food and medication
Leaders and helpers
Transport

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Alcohol and drugs will not be permitted by all attending.

CRECHE AIMS & GUIDELINES
RELATIONSHIPS is at the heart of our Creche group. We aim to provide
a place that is committed to a journey with each other as a community
of parents, to support and nurture each other in a God-loving
environment. Creche group will be a place to CONNECT, GROW, and to
SERVE our families, each other and our Raureka community. It will also
be a place where parents can learn alongside each other, through day
to day interactions, or have another trusted parent supervise the
children if a parent wishes to join in the sermon. The room will be
designed specifically for children UNDER 5 years old. Other children
can join in the school aged Sunday School groups.

Appendix 7b
Crche
Aims and
Guidelines

Expectations BEFORE and AFTER the sermon (during church time)

* You are welcome to utilise the Creche room, to change, feed, or
spend time with your little one. Please note: You are responsible for
the direct supervision of your own child during this time. NO children
can be left alone unsupervised or supervised by a minor (5yrs-13yrs).
Expectations DURING the sermon
* This Creche group is run cooperatively with the guidance of two
supervising parents. Each parent/caregiver shares the responsibility
for the safety and supervision of all children attending. However
parents are welcome to attend the sermon and leave their children
with the supervising parents, if their child is settled and happy to do
so.
* If your child needs a nappy changed, the supervising parents will
come and get you unless prearranged between parents.
* There will be a special breastfeeding space provided for mothers who
require some privacy.
* Positive behaviour guidance techniques will be used, including:
a) Adults model positive behaviour
b) Ignore the little things
c) Communicate clearly so children understand what is expected of
them
d) Support children to learn from their mistakes and allow for
differences
e) Support children to express their feelings verbally if able to
f) Give children choices where able;

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No smacking or timeout in isolation is allowed, please ask for

support if this is a challenge for you.

CRECHE ROOM SETUP

All possible measures will be taken to ensure the crche
environment is safe, warm and welcoming for children and
families. With this in mind, the room setup will be as follows:

Appendix 7c
Crche
Room Setup

* For supervision and clear line of sight to kitchen, open server

window, and open kitchen door (child gate inserted)
* Check that exit (in changing room) is clear
* Check furniture is safe (chairs are off tables, couches are
placed in appropriate places and toys are not placed in front of
doors).
* Floor is checked so that it is clean and safe (food scraps, small
items for choking hazard)
TOILETING/NAPPY CHANGING
Parents/Caregivers are responsible for changing their own
childrens nappies or toileting their children. Parents may also
delegate a friend or family member to do this.

Appendix 7d
Toileting
Procedure

Hygiene:
* All nappies will be changed in the changing room. A changing
table is provided.
* There will be spare wipes, gloves and disinfectant spray for
the table available for parents to use.
* Bags are available in the changing room (Please take nappies
home or place them in the wheelie bin).

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